Planning & Zoning Dept. Performance Measures January 23, 2010.

Planning & Zoning Planning & Zoning Dept.Dept.

Performance MeasuresPerformance Measures

January 23, 2010January 23, 2010


What does the recent What does the recent recession/downturn mean for the recession/downturn mean for the Department?Department?

Review workload in 3 areas:• Zoning Permits• Zoning Board of Appeals• Environmental Protection

Commission

The National Bureau of Economic The National Bureau of Economic Research (NBER), the official arbiter Research (NBER), the official arbiter of recession dating, will not decide of recession dating, will not decide on the end-date for the recession on the end-date for the recession until probably next year. The NBER until probably next year. The NBER already has set the start date for the already has set the start date for the current recession in December 2007.current recession in December 2007.

(Thus, much of the data shown today will focus on Calendar Year)(Thus, much of the data shown today will focus on Calendar Year)

Planning & Zoning Dept.Planning & Zoning Dept. Application and meeting workload Application and meeting workload

increased steadily 1996-2005.increased steadily 1996-2005. Peaks in FY2005 (2005-2006)Peaks in FY2005 (2005-2006) 2008 Zoning Permits were at 1997 2008 Zoning Permits were at 1997

levels. 2009 lowest in many levels. 2009 lowest in many years.years.

We project 2010-2011 Zoning We project 2010-2011 Zoning Permit, ZBA and EPC application Permit, ZBA and EPC application levels generally to be at/below levels generally to be at/below 1997/2008 levels.1997/2008 levels.

Zoning PermitsZoning Permits

A Zoning Permit is a predecessor of a Building Permit. It consists of ensuring that the submitted plans are

consistent with the P&Z approval, ZBA approval AND all Local zoning regulations.

This can range from a shed; bathroom renovation; or larger projects such as a new commercial building; or a residential teardown. (new software allows us to compare by type)

The amount of review time obviously is related to the scope of work.

The Permits take more time to review, as properties get “maxed out”, and the Town gets “built out”.

Items such as drainage, coverage, and building height were not issues 10 years ago.

Recent increase in amount of non-residential development.


The Number of Permits have as factors:The Number of Permits have as factors: 1) 1) locallocal variation and national variation and national

variation (the local and variation (the local and national national economyeconomy))

2) 2) seasonalseasonal variation (few start variation (few start foundation work in January or Feb.)foundation work in January or Feb.)

Busiest months: May/JuneBusiest months: May/June Slowest months: December/JanuarySlowest months: December/January


Jan. Feb. March April May June July AugustSept, Oct, Nov. Dec. Total

1996 26 29 37 59 47 66 42 46 34 48 29 40 503

1997 18 29 32 39 66 47 44 40 51 41 45 24 476

1998 41 44 61 42 64 60 42 37 37 54 33 30 545

1999 20 38 41 57 58 73 45 50 42 39 40 25 528

2000 32 45 75 45 64 73 52 53 48 45 49 26 607

2001 25 36 67 64 60 56 53 64 36 44 51 45 601

2002 43 42 59 47 53 78 38 41 50 39 35 53 578

2003 65 30 49 63 58 67 66 27 66 31 43 40 605

2004 37 50 51 57 65 39 57 71 39 50 67 29 612

2005 37 47 60 65 69 47 68 40 51 49 69 39 641

2006 34 56 62 49 48 68 62 46 34 62 38 41 600

2007 54 40 50 66 59 62 51 64 32 59 62 26 625

2008 32 36 43 59 60 45 58 34 36 34 26 18 481

2009 20 16 30 35 34 37 34 28 46 46 26 31 383

ZONING PERMITS BY MONTH1996-2009

Pre-recession

Post-recession


14 years of data (1996-2009)14 years of data (1996-2009) August 2008—2August 2008—2ndnd lowest (7 from lowest) lowest (7 from lowest) September 2008—4September 2008—4thth lowest (4 from lowest) lowest (4 from lowest) October 2008—2October 2008—2ndnd lowest (3 from lowest) lowest (3 from lowest) November 2008--lowestNovember 2008--lowest December 2008--lowestDecember 2008--lowest January 2009—2January 2009—2ndnd lowest lowest Feb through July 2009 (6 months)--lowestFeb through July 2009 (6 months)--lowest37 or less permits in each of these months.37 or less permits in each of these months.


Jan 2010—26 permitsthrough 1/2132 likely

Zoning Permits 2009Zoning Permits 2009


Recent focus on establishing and meeting Recent focus on establishing and meeting performance measuresperformance measures

(ie. Reviewing the permits and acting upon (ie. Reviewing the permits and acting upon them quicker)them quicker)

CityView has recently allowed us to analyze CityView has recently allowed us to analyze review times by permit type.review times by permit type.

Quarterly Reports given to BOS for past 1 ½ Quarterly Reports given to BOS for past 1 ½ years reflect this new data.years reflect this new data.


PROPOSEDApr-Jun 09 Apr-Jun 09 July-Sep 09 July-Sep 09 Oct-Dec 09 Oct-Dec 09 STANDARD

TOTAL AVERAGE TOTAL AVERAGE TOTAL AVERAGE AVERAGE

permits TIME permits TIME permits TIME TIME

AS Accessory Structure 6 4.6 6 3.16 3 14.6 8

CA Commercial Tenant Fit-Up 5 12.2 5 1.4 9 2.22 10

DG Access. Structure/Detached Garage 1 8 3 5.3 2 4.5 17

F Foundation Only 0 N/A 2 1 2 18 N/A

FAB Finish Attic/Basement 3 1.3 6 1.33 6 3.46 6

M Miscellaneous 18 2.39 21 4.48 13 2.15 6

N/DW New Residence or Commercial Bldg. 8 15.5 6 25.66 9 17.7 18

P Pool and/or Spa 8 6.25 5 4.16 2 22 15

R Remodel and/or Renovate 21 3.19 15 2.82 17 3.88 5

RA Residential Alterations 31 5.22 35 9.11 35 7.68 11

S Sign 4 0.25 3 3.66 5 3.8 9

TC Tennis Court 1 5 0 N/A 1 0 N/A

All Numbers In Days (including holidays and weekends)

Zoning Board of Zoning Board of Appeals (ZBA)Appeals (ZBA)

Environmental Protection Environmental Protection Commission (EPC)Commission (EPC)

Number of MeetingsNumber of Meetings Number of ApplicationsNumber of Applications Revenues have increased as a Revenues have increased as a

result of 2005 & 2008 fee result of 2005 & 2008 fee increases. increases. In 2005 & June 2008, RTM increased EPC application fees.In 2005 & June 2008, RTM increased EPC application fees.Prior to 2005: $35 per application.Prior to 2005: $35 per application.Now: $105 for “basic maintenance”Now: $105 for “basic maintenance” $160 for map amendment$160 for map amendment $660 for all other types of activity$660 for all other types of activity $980 for construction of a new or replacement $980 for construction of a new or replacement residenceresidence$100 Site Inspection Fee$100 Site Inspection Fee$250 Public Hearing Fee$250 Public Hearing Fee

Environmental Environmental Protection Commission Protection Commission (EPC)(EPC)

EPC Meetings by Calendar YearEPC Meetings by Calendar Year

Environmental Environmental Protection Commission Protection Commission (EPC)(EPC) EPC Applications by Calendar Year

EPC RevenuesEPC Revenues

SUMMARYSUMMARY

Part 1:Part 1:

Reviewed workload in 3 areas:• Zoning Permits• Zoning Board of Appeals• Environmental Protection

Commission

Planning & Zoning Planning & Zoning DepartmentDepartmentPart 2:Part 2:

Short range planning (day-to-day)Short range planning (day-to-day) Application processing—ZBA, EPC, ARB, PZC-4 boardsApplication processing—ZBA, EPC, ARB, PZC-4 boards Zoning EnforcementZoning Enforcement Work at counter with general public + othersWork at counter with general public + others Zoning Permit reviewsZoning Permit reviews Inspections/Site VisitsInspections/Site Visits “REACTIVE”“REACTIVE”

Long range planningLong range planning “PROACTIVE”“PROACTIVE” Reports, studiesReports, studies CityView and GIS ImplementationCityView and GIS Implementation Wetland Map UpdatesWetland Map Updates Updating of application and instruction formsUpdating of application and instruction forms Zoning and Inland Wetland Regulation updatesZoning and Inland Wetland Regulation updates DEP forms/reports (inland and coastal reporting)DEP forms/reports (inland and coastal reporting) Grant applicationsGrant applications LitigationLitigation

IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE PLANNINGPLANNING

What is Short range?What is Short range?

Examples:Examples: Application processingApplication processing Review of applications, staff reportsReview of applications, staff reports Work with applicantsWork with applicants Publication of legal noticesPublication of legal notices Draft Resolutions/Letters to applicantsDraft Resolutions/Letters to applicants Computer data entry-CityViewComputer data entry-CityView Meeting minutes, agendasMeeting minutes, agendas Follow up on conditions of approvalFollow up on conditions of approval Inspections/site visitsInspections/site visits Daily responses to general public—copying, etc.Daily responses to general public—copying, etc. Web site updating (relatively new/integrating into day-Web site updating (relatively new/integrating into day-

to-day routine)to-day routine)

What is Long-range?What is Long-range?

Examples of Reports/Studies:Examples of Reports/Studies:Staff worked on bulk of the 2006 Town Plan of Staff worked on bulk of the 2006 Town Plan of

Conservation & Development in house.Conservation & Development in house.

Recommendations in Recommendations in 7 content areas:7 content areas:Housing; Transportation; Housing; Transportation; Environment; Land Use…Environment; Land Use…

Town Plan required to be updatedTown Plan required to be updatedevery 10 years.every 10 years.

What is Long-range?What is Long-range?Other Examples:Other Examples: 2007 Darien Parking Study2007 Darien Parking Study 2007 Aquifer Protection Agency Regulations 2007 Aquifer Protection Agency Regulations 2007 Report to the Planning and Zoning Commission from 2007 Report to the Planning and Zoning Commission from

the Affordable Housing Subcommitteethe Affordable Housing Subcommittee 2008 Inclusionary Zoning proposal2008 Inclusionary Zoning proposal 2008 Flooding issues—EPC Stormwater Regulations2008 Flooding issues—EPC Stormwater Regulations 2008-9 Drainage/Stormwater Management Report & 2008-9 Drainage/Stormwater Management Report &

RegulationsRegulations 2010-11 Route 1 Study w/SWRPA2010-11 Route 1 Study w/SWRPA

What is Long-range?What is Long-range?

Other Examples:Other Examples:

Proposed Fee increase proposals brought forth and Proposed Fee increase proposals brought forth and subsequently adopted—2005, 2008subsequently adopted—2005, 2008

Inland Wetlands Map update—completed every 1-1/2 yrs.Inland Wetlands Map update—completed every 1-1/2 yrs. Design Guidelines Document worked w/DRI, ARBDesign Guidelines Document worked w/DRI, ARB Zoning Regulation amendments—1/year or so. Zoning Regulation amendments—1/year or so.

– (2009: Inclusionary, Blade Signs, Stormwater; 2010 Flood Regs per DEP)(2009: Inclusionary, Blade Signs, Stormwater; 2010 Flood Regs per DEP) Press Releases—1/year or so. Press Releases—1/year or so. DEP Wetland reporting forms.DEP Wetland reporting forms. Downtown issuesDowntown issues HomeCT GrantHomeCT Grant FEMA/Flooding GrantsFEMA/Flooding Grants Assisted on original CT Main Street applicationAssisted on original CT Main Street application Litigation resolutionLitigation resolution

CityView CityView implementationimplementation CityView went “live” in 2006.CityView went “live” in 2006. We are now well into a multi-year, multi-We are now well into a multi-year, multi-

department implementation.department implementation. P&Z Dept. is “Project Manager”P&Z Dept. is “Project Manager”

CityView CityView implementationimplementationDesire to improve the followingDesire to improve the following:: Assessor needs to better track COs and Assessor needs to better track COs and

TCOs.TCOs. Improved, more efficient financial reporting.Improved, more efficient financial reporting. Much better interdepartmental Much better interdepartmental

communication--automatic emails.communication--automatic emails. Easier to prepare monthly, quarterly, and Easier to prepare monthly, quarterly, and

annual reports.annual reports. Improved deadline tracking by the P&Z Dept.Improved deadline tracking by the P&Z Dept. Track action time on Zoning Permits to Track action time on Zoning Permits to

establish and meet performance measures.establish and meet performance measures.

GIS implementationGIS implementation

New maps include:

zone boundaries, wetlands, open space, municipally-owned lands, street addresses, acreage.


New drainage maps include:

wetlands, street addresses, numbered information to tie existing data to.


Important to keep all layers Important to keep all layers updated.updated.

Lot lines Sanitary Sewer lines (now being reviewed &

updated by DPW) Storm Sewer/drainage (now being reviewed &

updated by DPW) Wetlands/Watercourses (based upon recently

received information—done every year to year and a half)

Town Clerk #’s and new Street Addresses (done as they are changed)

SUMMARYSUMMARY

P&Z Department staff will continue to focus efforts in both areas:

Short range planning (day-to-day)Short range planning (day-to-day) Application processing—ZBA, EPC, ARB, PZC-4 boardsApplication processing—ZBA, EPC, ARB, PZC-4 boards Zoning EnforcementZoning Enforcement Work at counter with general public + othersWork at counter with general public + others Zoning Permit reviewsZoning Permit reviews Inspections/Site VisitsInspections/Site Visits “REACTIVE”“REACTIVE”

Long range planningLong range planning “PROACTIVE”“PROACTIVE” Reports, studiesReports, studies CityView and GIS ImplementationCityView and GIS Implementation Updating of application and instruction formsUpdating of application and instruction forms Zoning, Subdivision, Inland Wetland Regulation updatesZoning, Subdivision, Inland Wetland Regulation updates DEP forms/reports (inland and coastal reporting)DEP forms/reports (inland and coastal reporting) Grant applicationsGrant applications LitigationLitigation

IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE PLANNINGPLANNING

SUMMARYSUMMARY

Application and meetings for ZBA and EPC Application and meetings for ZBA and EPC increased steadily 1996-2005, with peaks in increased steadily 1996-2005, with peaks in FY2005 (2005-2006).FY2005 (2005-2006).

We project that FY09 and FY10 Zoning Permit, We project that FY09 and FY10 Zoning Permit, ZBA, and EPC application levels generally to be ZBA, and EPC application levels generally to be at or below 1996/1997 levels (lowest in past at or below 1996/1997 levels (lowest in past 14+ years).14+ years).

CityView allows us to track Zoning Permit review CityView allows us to track Zoning Permit review times, and compare to Proposed Standards.times, and compare to Proposed Standards.

Staff continues to work on short and long-range Staff continues to work on short and long-range planning work…planning work…bothboth are essential. are essential.


Performance MeasuresPerformance Measures

January 23, 2010January 23, 2010

Planning & Zoning Dept. Performance Measures January 23, 2010.

Documents

Transcript of Planning & Zoning Dept. Performance Measures January 23, 2010.